TOP 5 TIPS FOR TRANSITIONING TO DIGITAL FILE STORAGE

If mounting boxes filled with business invoices, client contracts or employee records are overwhelming your organization’s operating space then it may be time to consider digitization. For companies seeking to streamline the amount of actual paper in the workflow process, digital storage could be a viable solution. Imaging technology allows individuals to scan and convert paper files into digital documents stored on hard drives or via cloud storage and easily retrieved for use.

Converting paper records through digitization can greatly enhance a company’s workflow on a day-to-day basis. The digitization process can also lead to smother accounting audits and can reduce operational downtime in the aftermath of a hurricane, flood or office fire. Imaged files stored in the cloud are less vulnerable to damages. By reducing the use of hard copy documents, paper files can also be shredded and recycled.

Here are Sunryse Information Management’s top 5 tips to consider when adding a digital archive to your overall business document management plan:

1. Determine Specific Files to Be Digitized—While scanning can be an effective solution to reducing paper in business, converting every single paper record to a digital format is not often practical from a cost perspective. During the consultation process, the Sunryse sales team works with clients to determine the most critical files to be scanned before proposing a full imaging plan.

2. Preparation Before Process- Once indexing criteria is determined, our team conducts an onsite audit to confirm the files being taken into Sunrye’s possession for digitization. Back at the Sunryse image room, files are carefully examined and all staples, paper clips and rubber bands are removed in preparation for the scanning phase.

3. Indexing Is Key- Consider how you want to retrieve your business records. What are your business priorities for searching and retrieving indexed files? Indexing preferences vary from client to client. Files can be indexed in a variety ways depending on the client’s preference. During the consultation phase, our team can outline the extensive indexing options available to our imaging clients. More common sorting fields include name, contract number, invoice or time period. Proper indexing ensures that client files are stored in the most efficient way to improve overall business efficiencies.

4. Quality Checks— After the indexing and scanning phase, Sunryse technicians conduct a thorough quality check of each document being inputted into the digital archive. Records are examined for image color and clarity, file orientation (horizontal/vertical) and pixelation. Clients should also be aware consider the original condition of the documents needing to be digitized when determining documents to be imaged.

5. Determine File Format and Storage Options—Determining how business files will be delivered and stored is another key consideration for companies when transferring hard documents to digital files. Records can be saved in .pdf or .tiff format based on client preference. Once scanned and indexed, files move to the collating process into a master batch of the full image archive. Digitized files can be forwarded to the client via hard drive, flash drive or disk. Sunryse can also transfer files electronically over a secured FTP transfer site or via Dropbox or Webshare based on the client’s preference. Digital files can also be stored on Sunryse’s secured portal for clients who do not have the digital capability to host scanned files.